Volunteer Scheduler Pro by Rotunda Software

Volunteer Scheduler Pro is great for organizations and non-profits reliant on volunteer support. Streamlining scheduling, management, and communication, VSP provides a simple solution that saves time and frustration.

Key features include flexible scheduling, automatic reminders, online substitutions, and mobile app.

Case Studies: You can read through these case studies to see how diverse organizations are using Volunteer Scheduler Pro to more efficiently schedule and engage their volunteers.

https://volunteerschedulerpro.com/case-studies

There is a 15-day free-trial, no credit card information is required! All work from the trial will be maintained once the full package is purchased. Mobile app access is not included in the trial. You can select different package for volunteers range from 1- 2000.

The Lite Editon is $35/month (up to 100 volunteers). The Standard Edition is $ 60/month (Up to 100 volunteers). The main difference between Standard Edition and Lite Edition are the Sign in Kiosk, Group scheduling, disaster recovery and the customer fields features.

Additional pricing information

There are no setup charges.
Unlimited email and telephone technical support is included with all subscriptions.
The full subscription cost is paid up front at the beginning of the subscription. (For example, 12 months at $35 / month = $420 total paid up front)
The minimum length of a subscription is six months.
The Lite/Standard Edition permits you to install the Administrator's Client on a maximum of 4 computers. Each additional computer is ($6 / month).
Optional SMS features are billed separately at $0.02 per SMS message sent or received.
Dormant volunteers are not counted when calculating the price of your subscription. Dormant volunteers are volunteers that have not been scheduled or submitted online profile changes in three months. Dormant volunteers can still sign in, review the schedule, and receive all emails and text messages.

Volunteer Scheduler Pro's customer service is great, you can call (888) 877-3640 ) or email (support@volunteerschedulerpro.com) their support team anytime between 7am - 3pm PST, M-F. Volunteer Scheduler Pro have a high rating of 4.7 on Capterra, 4.5 on GetApp, 4 on G2.

Deploying VSP on desktop

*Only Admins will have access to VSP as a desktop application.

Download VSP from this link on the VSP website.
Once the file is downloaded, enter he following to register a copy of the software. The data should automatically appear:
1. The activation code: You will get it in email after you subscribe
2. Administrator password: You will set it when you subscribe

Logging in as an Admin Online

Go to the VSP log in page (Bookmark the link in the first email, it is not the same link they have on their website, you will receive a unique link just for your company’s portal to log in)
Use your credentials to log in
1. Username you created (can be your email)
2. Password you created

Adding an Admin

As a desktop/installation admin, navigate to the “Administrators” tab.
Click the blue plus button in the top right corner to add a new administrator.
Choose whether you would like to make an existing volunteer an admin or create a new admin.
If “Grant an existing volunteer administrator privileges” is selected, pick which volunteer from the list that appears. Then the pop-up above will appear where you designate their role as Web Admin or Leader. Then click “OK” to confirm and send their invite.
If “Create an administrator who is not a volunteer” is selected, fill in the first name, last name, email, and cell phone (optional) for the admin and designate their role as Web Admin or Leader.
Click “OK” to finalize. The admin/user should receive an email with their login.

Contacting a volunteer

Navigate to the "Admin" tab on the top ribbon.
Select the left tab 'Volunteers' to view a list of volunteers.
Select the Volunteer you would like to contact.
On the left, select the announcement icon. A dropdown with the options to email or text the volunteer appears.
Select your desired communication method and compose your message. Once it is completed select preview then select send.

Viewing and Sending announcements

Navigate to the "Admin" tab on the top ribbon.
Select the left tab 'Announcements' to view a list of announcements sent.
On the left, select the plus icon. A dropdown with the options to choose email or text will appear.
Select your desired communication method and compose your message. Once it is completed select preview then select send.
The announcement will come up on the 'Announcements' tab along with a list of all past announcements. In this tab you can also further inspect past announcements by selecting one and viewing it.

Flags References

Flags are a way to keep track of attendance and help when creating reports. The following are the flags VSP has:

Green Flag: Denotes that a person is volunteering for an "extra" position. This means they weren't originally assigned and filled in. To apply the flag, click on the volunteer and then the green flag to label them as "Extra". Will be automatic if a volunteer signs in.
Yellow Flag: Use this to request a swap on behalf of a volunteer. This flag is particularly useful for managing volunteers who do not have Internet access and want to make a swap request.
Red Flag: If a volunteer did not show up for their position and the spot went unfilled, you can click on the red flag at the top of the scheduling window to show that they "did not show up". Will be automatic if a volunteer does not sign in.
White Flag: Click on the white flag to clear and remove any flags associated with a volunteer in a particular position.

Turning on Sign-In Kiosk

Navigate to the Web Terminal pane on the left side of the program window on desktop. The Web Terminal Window should open.
Click on the "Web Terminal settings..." button at the top of the Home tab.
In the Settings window, click on the Sign-in Kiosk heading on the left. The Sign-In Kiosk window with detailed settings will open.
From the settings for the Kiosk, check the option at the top to turn this feature on. You can customize things such as sign-in times and sign in roles. Now, settings will be able to be edited
Click the "Copy" button beside the URL to copy this. A message will pop up saying you have copied URL.
Click "OK" to close the Web Terminal settings window.
Click the "Commit Changes" button at the bottom of the Web Terminal pane to save your changes. The changes should be saved.

Using the Sign-In Kiosk

Click the "Copy" button beside the Kiosk URL to copy the link to the Sign In page. A message will pop up saying you have copied the URL.
Paste the URL into a web browser, or email it to yourself or others to use on another device.
You should be directed to another page to start signing in that shows all available shifts with their respective role.
Select the shift and role that you want to sign in for. You will be directed to a new page that prompts you to input your name.
If there is no shift to sign in for you should get a message saying "There are no shifts open for sign-in at this time. Sign-in for a shift begins 1 hour before it starts and ends 10 minutes afterwards."

Benefits of using Volunteer Scheduler Pro for key stakeholders

Convincing all key stakeholders to embrace a change can be challenging. However, by highlighting the individual benefits each person gains from adopting volunteer scheduling software, you can reduce resistance, leverage technology to enhance the scheduling process, and generate enthusiasm for the advantages it brings.

You can reference the following to negotiate and explain the benefits of VSP to your key stakeholders.

Volunteer Coordinators

Prevent burnout by empowering volunteers to sign up and access schedules online, ensuring greater accountability and fewer no-shows. Transition away from spreadsheets, phone calls, and notes to a streamlined system, allowing more time for direct engagement with volunteers. Improved management and communication methods will reduce stress for all.

Program Directors

Achieve a seamless and efficient volunteer program with VSP. Simplify the process for new volunteers to join, fostering a growing base that can translate into more potential donors, advocates, and ambassadors. The user-friendly interface facilitates easy volunteering, contributing to long-term retention. By streamlining scheduling and communication, you can redirect time and energy to other critical tasks.

Business Managers

Time and efficiency are crucial for cost control. VSP minimizes staff hours spent on scheduling, leading to savings in wages, printing, and postage. Even volunteer schedulers can focus more on training and enhancing the volunteer experience. This improves productivity and recordkeeping, providing better reporting for stakeholders and allowing easy tracking of hours worked for grant requests.

Volunteers

Feeling hesitant about volunteering? No worries. Getting involved is simple. Access your schedule and preferences from anywhere, making it convenient to stay engaged at your own pace. Forget sifting through emails – check your schedule, modify preferences, request or accept substitutions, or sign up for unfilled positions, all through the web or mobile app. VSP simplifies tracking and maintaining your volunteer commitments, giving you more control over your availability.